PimaCountyCommunityCollegeDistrict Board of Governors 4905C East Broadway/Tucson, Arizona 85709-1010 INFORMATION REPORT Meeting Date: 9/14/16 Item Number: 2.1 Item Title Financial Report July 2016 Financial Statements Contact Person Dr. David Bea Executive Vice Chancellor for Finance and Administration (206-4519) Recommendation: Attached are the financial statements showing preliminary 2016/17 results through July 2016. Time will be provided to discuss College fiscal matters. Justification: Summary of Revenues & Expenditures General & Designated Funds Actuals vs. Budget: The July preliminary results indicate that total year-to-date revenue is lower than the total yearto-date expenditures by about $0.1 million compared to approximately $11.7 million higher in the previous year. The preliminary results indicate that the College concluded July with total revenues in General and Designated funds lower than the previous fiscal year by $13.6 million. Specifically, tuition and fees revenue has decreased by $13.5 million due to change in deletion process as no tuition was deleted in FY16 by July 30 th deadline. Last fiscal year deletions occurred in the month of August compared to this fiscal year where deletions were completed earlier in July. This change in process created a timing difference and tuition and fees revenue should be more in line with prior year comparison with the August financials. Other revenue has decreased by $0.1 million. Compared with the same time period in fiscal year 2016, actual expenditures have decreased by about $1.8 million. When compared to the same time period of the previous fiscal year, personal services decreased by $1.0 million primarily due to net vacancies and staff reduction. Services and supplies and other expenditures, excluding transfers, have decreased by $0.8 million. Statement of Revenues, Expenses and Changes in Net Position: The preliminary results indicate that the College concluded July with a year to date decrease in net position of about $0.9 million. This is a decrease compared to the previous year s increase of $11.1 million, primarily due to the decrease in revenues due to change in deletion process as no tuition was deleted in FY16 by July 30 th deadline. (Continued)
Financial Report July 2016 Financial Statements Date: 9/14/16 Page 2 Summary of Expenditures General and Designated Funds Actuals vs. Budget: In terms of budget to actual performance, General and Designated Fund expenditures are lower than budget at this time. Personal Services expenditures are 4.5 percent of budget, which is lower than last year. In absolute terms, year-to-date Personal Services expenditures were $5.6 million, which is $1.0 million lower than the same period of fiscal year 2016 due to the change in alignment of faculty pay with the academic calendar and vacancies. Services and Supplies expenditures are approximately 4.0 percent of the budget, which is a lower percentage than the previous year. In absolute terms, Services and Supplies expenditures were $1.4 million which is lower than the $2.1 million amount from the same period of fiscal year 2015. Statement of Net Position: As shown in The Statement of Net Position, the total net position at the end of July was $71.0 million, which is a decrease of about $137.4 million compared to the same time last year. Of this decrease, about $5.3 million is due to decrease in Buildings & Leasehold improvement (net of depreciation) and $131.8 million is due to a required accounting change, GASB Statement No. 68, Accounting and Financial Reporting for Pensions, which was implemented June 30, 2015. Approvals Contact Person David Bea, Ph.D. Chancellor Lee D. Lambert, J.D.
Summary of Revenues & Expenditures - General & Designated Funds - Actuals vs. Budget Year to Date For the One Month Ending July 31, 2016 (Preliminary) FY 2016/17 FY 2015/16 Adjusted Year to Date Year to Date Annual Budget Actuals % Actuals % Revenues Tuition and Fees $ 47,184,000 $ 5,883,274 12.5 % $ 19,349,679 36.0 % Property Taxes 107,347,000 987,763 0.9 % 1,011,327 1.0 % Other Revenue 2,976,000 (41,700) -1.4 % 91,833 2.7 % Total Revenues $ 157,507,000 $ 6,829,337 4.3 % $ 20,452,839 12.7 % Expenditures Personal Services 122,695,060 5,581,260 4.5 % 6,569,878 5.3 % Services and Supplies 33,757,224 1,366,242 4.0 % 2,117,907 6.3 % Other Expenditures (excl. Transfers) 1,807,776 6,170 0.3 % 22,223 0.1 % Total Expenditures $ 158,260,060 $ 6,953,672 4.4 % $ 8,710,008 5.4 % $175,000,000 General & Designated Funds YTD Revenues vs. Budget $150,000,000 $125,000,000 $100,000,000 $75,000,000 $50,000,000 $25,000,000 $0 Jul FY17 Aug FY17 Sep FY17 Oct FY17 Nov FY17 Dec FY17 Jan FY17 Feb FY17 Mar FY17 Apr FY17 May FY17 Jun FY17 Tuition and Fees Property Taxes Other Revenues Adjusted Budget Revenue* Year End Revenue Projection *Adjusted Budget Revenue Excludes Fund Balance $175,000,000 General & Designated Funds YTD Expenditures vs. Budget $150,000,000 $125,000,000 $100,000,000 $75,000,000 $50,000,000 $25,000,000 $0 Jul FY17 Aug FY17 Sep FY17 Oct FY17 Nov FY17 Dec FY17 Jan FY17 Feb FY17 Mar FY17 Apr FY17 May FY17 Jun FY17 Personal Services Services and Supplies Other Expenditures (excl. Transfers) Adjusted Budget Expenditures* Year End Expenditure Projection * Adjusted Budget Expenditures Excludes Contingency & Reserves Note: Year End Projections are only provided September through June for both revenue and expenditures due to data limitations.
Statement of Revenues, Expenses and Changes in Net Position Year To Date For One Month Ending July 31, 2016 (Preliminary) FY 2016/17 FY 2015/16 General & Auxiliary & Prior Year Designated Restricted Plant & Total Totals as of Funds Funds Other Funds All Funds July 31, 2015 Operating Revenues Tuition and Fees $ 5,883,274 $ 140,510 $ 6,023,784 $ 19,821,741 Contracts 89,488 89,488 83,810 Auxiliary Enterprises 13,199 13,199 19,603 Commission and Rents 123,043 123,043 84,348 Other Operating Revenues 12,519 51,372 63,891 60,951 Total Operating Revenues 5,985,281 187,614 140,510 6,313,405 20,070,453 Nonoperating Revenues State Appropriations Property Taxes 987,763 117 987,880 1,011,355 Federal Grants 11,096 349,059 360,155 381,538 State and Local Grants State Shared Sales Taxes 163,217 163,217 159,697 Gifts Investment Income (154,803) 1,301 (153,502) 1,932 Net Nonoperating Revenues 844,056 513,577 117 1,357,750 1,554,522 Total Revenues $ 6,829,337 $ 701,191 $ 140,627 $ 7,671,155 $ 21,624,975 Operating Expenses Educational and General Instruction 1,379,671 175,343 11,691 1,566,705 1,817,548 Academic Support 1,545,445 198,632 3,226 1,747,303 2,090,632 Student Services 1,309,597 170,350 1,479,947 1,675,998 Institutional Support 2,355,984 (27,734) 24,247 2,352,497 2,773,696 Operation and Maintenance of Plant 361,284 377 5,214 366,875 955,082 Depreciation 603,686 603,686 660,414 Student Financial Aid 1,691 408,210 409,901 565,102 Auxiliary Enterprises 11,319 11,319 15,024 Contingency Total Operating Expenses $ 6,953,672 $ 936,497 $ 648,064 $ 8,538,233 $ 10,553,496 Income Before Other Expenses $ (124,335) $ (235,306) $ (507,437) $ (867,078) $ 11,071,479 Transfers Capital Appropriations Capital Gifts and Grants Increase (Decrease) in Net Position $ (124,335) $ (235,306) $ (507,437) $ (867,078) $ 11,071,479 Net Position Total Net Position - Beginning of Year (58,728,827) 11,739,347 118,810,860 71,821,380 197,267,341 Total Net Position - End of Period $ (58,853,162) $ 11,504,041 $ 118,303,423 $ 70,954,302 $ 208,338,820 Total Net Position - End of Period: Current Year vs. Prior Year $ (137,384,518)
Summary of Expenditures - General & Designated Funds - Actuals vs. Budget Year To Date For One Month Ending July 31, 2016 (Preliminary) FY 2016/17 FY 2015/16 Adjusted Year to Date Available Year to Date Annual Budget Actuals % Budget Actuals % Expenditures by Function Educational and General Instruction $ 56,532,292 $ 1,379,671 2.4 % $ 55,152,621 $ 1,605,372 2.8 % Academic Support 24,908,904 1,545,445 6.2 % 23,363,459 1,851,109 7.2 % Student Services 29,302,423 1,309,597 4.5 % 27,992,826 1,515,681 5.2 % Institutional Support 36,134,007 2,355,984 6.5 % 33,778,023 2,787,323 7.3 % Operation and Maintenance of Plant 14,139,034 361,284 2.6 % 13,777,750 951,411 6.6 % Student Financial Aid 1,364,000 1,691 0.1 % 1,362,309 (888) -0.1 % Other Expenses Transfers 2,761,000 2,761,000 Fund balance reserved for contingency 2,688,340 2,688,340 Total Expenditures by Function $ 167,830,000 $ 6,953,672 4.1 % $ 160,876,328 $ 8,710,008 5.2 % Expenditures by Account Personal Services Administrative Personnel $ 6,388,000 $ 372,750 5.8 % $ 6,015,250 $ 523,785 7.9 % Faculty 22,757,000 325,830 1.4 % 22,431,170 355,305 1.5 % Additional Compensation - Faculty 1,302,000 62,125 4.8 % 1,239,875 38,150 2.7 % Adjunct Faculty 11,429,000 615,952 5.4 % 10,813,048 738,559 6.3 % Classified Staff 47,109,000 2,696,525 5.7 % 44,412,475 3,145,502 6.6 % Other Compensation 4,759,000 179,571 3.8 % 4,579,429 189,194 4.6 % Student Employment / Workstudy Fringe Benefits 28,951,060 1,328,507 4.6 % 27,622,553 1,579,383 5.5 % Total Personal Services 122,695,060 5,581,260 4.5 % 117,113,800 6,569,878 5.3 % Services and Supplies Communications and Utilities 6,215,000 24,464 0.4 % 6,190,536 421,100 6.7 % Travel 2,797,921 23,423 0.8 % 2,774,498 72,586 2.7 % Contractual Services 13,963,259 614,234 4.4 % 13,349,025 945,699 6.9 % Supplies and Materials 6,631,691 146,740 2.2 % 6,484,951 137,548 2.0 % Student Financial Aid 1,364,000 1,691 0.1 % 1,362,309 (888) -0.1 % Current Fixed Charges 2,785,353 555,690 20.0 % 2,229,663 541,862 21.1 % Total Services and Supplies 33,757,224 1,366,242 4.0 % 32,390,982 2,117,907 6.3 % Capital Equipment 433,776 218 0.1 % 433,558 9,858 1.9 % Transfers 2,761,000 2,761,000 Other Expenditures 1,374,000 5,952 0.4 % 1,368,048 12,365 0.8 % Contingency and Reserves 6,808,940 6,808,940 Total Expenditures by Account $ 167,830,000 $ 6,953,672 4.1 % $ 160,876,328 $ 8,710,008 5.2 %
Statement of Net Position July 31, 2016 (Preliminary) FY 2016/17 FY 2015/16 General & Auxiliary & Total All Funds Designated Restricted Plant & Total Prior Year as of Funds Funds Other Funds All Funds July 31, 2015 Assets Current Assets Cash and Cash Equivalents $ 10,315,173 $ 9,847,566 $ 13,411,249 $ 33,573,988 $ 26,526,467 Short-term Investments 25,183,312 25,183,312 25,121,404 Receivables: Property Taxes 4,348,517 33,802 4,382,319 4,443,461 Accounts (net of allowances) 12,598,260 12,598,260 19,586,907 Government Grants and Contracts 1,011,866 1,011,866 858,957 Student Loans 61 61 2,684 Other 547,189 645,799 409,694 1,602,682 1,402,559 Inventories 127,091 127,091 132,386 Prepaid Expenses 665,445 27,879 693,324 894,877 Total Current Assets 53,784,987 11,505,231 13,882,685 79,172,903 78,969,702 Noncurrent Assets Restricted Cash and Cash Equivalents 54,424 54,424 1,498,869 Notes Receivable (net of allowances) 462 462 (258,522) Other Long-term Investments 31,183,399 31,183,399 30,902,379 Investments in Capital: Land 15,291,311 15,291,311 15,291,311 Buildings & Leasehold improvements (net of depreciation) 82,193,928 82,193,928 87,508,439 Construction in Progress Equipment (net of depreciation) 5,589,731 5,589,731 5,829,572 Library Books (net of depreciation) 1,817,343 1,817,343 1,837,572 Total Noncurrent Assets 31,183,399 104,947,199 136,130,598 142,609,620 Total Assets $ 84,968,386 $ 11,505,231 $ 118,829,884 $ 215,303,501 $ 221,579,322 Deferred Outflows of Resources Deferred Outflows Related to Pensions 16,340,337 16,340,337 Total Deferred Outflows of Resources $ 16,340,337 $ - $ - $ 16,340,337 $ - Liabilities Current Liabilities Accrued Payroll and Benefits 3,797,139 3,797,139 4,899,885 Accounts Payable and Accrued Liabilities 141,128 1,190 95,471 237,789 57,209 Deposits Held in Custody 430,990 430,990 429,661 Current Portion of Long-term Liabilities 4,494,530 4,494,530 4,296,437 Total Current Liabilities 8,432,797 1,190 526,461 8,960,448 9,683,192 Noncurrent Liabilities Unearned Revenue 5,250 5,250 5,384 Long-term Liabilities 3,552,922 3,552,922 3,551,926 Net Pension Liability 126,727,908 126,727,908 Total Noncurrent Liabilities 130,286,080 130,286,080 3,557,310 Total Liabilities $ 138,718,877 $ 1,190 $ 526,461 $ 139,246,528 $ 13,240,502 Deferred Inflows of Resources Deferred Inflows Related to Pensions 21,443,008 21,443,008 Total Deferred Inflows of Resources $ 21,443,008 $ - $ - $ 21,443,008 $ - Net Position Net Investment in Capital Assets 104,892,313 104,892,313 110,466,894 Restricted for: Loans (48,383) (48,383) 786,193 Debt Service 66,930 66,930 1,840,737 Other (Capital Projects) Grants and Contracts 1,407,789 1,407,789 1,305,362 Unrestricted (58,853,162) 10,096,252 13,392,563 (35,364,347) 93,939,634 Total Net Position $ (58,853,162) $ 11,504,041 $ 118,303,423 $ 70,954,302 $ 208,338,820 Total Net Position: Current Year vs. Prior Year $ (137,384,518)
General & Designated Fund Revenue Year to Date Comparison with Prior Year General & Designated Funds YTD Revenues - FY16 - Prior Year For the One Month Ending July 31, 2015 Total of $20,452,839 Property Taxes $1,011,327 5% Other Revenues $91,833 0% General & Designated Funds YTD Revenues - FY17 - Current Year For the One Month Ending July 31, 2016 Total of $6,829,337 Property Taxes $987,763 15% Other Revenues ($41,700) -1% Note: Negative amount is due to activity on investments held with US Bank Tuition and Fees $19,349,679 95% Tuition and Fees $5,883,274 86% General & Designated Funds YTD Revenues $160,000,000 $140,000,000 $120,000,000 $100,000,000 $80,000,000 $60,000,000 $40,000,000 $20,000,000 $0 Jul FY16 Jul FY17 Aug FY16 Aug FY17 Sep FY16 Sep FY17 Oct FY16 Oct FY17 Nov FY16 Nov FY17 Dec FY16 Dec FY17 Jan FY16 Jan FY17 Feb FY16 Feb FY17 Mar FY16 Mar FY17 Apr FY16 Apr FY17 May FY16 May FY17 Jun FY16 Jun FY17 Tuition and Fees Property Taxes Other Revenues
General & Designated Fund Expenditures Year to Date (excluding Transfers) Comparison with Prior Year General & Designated Funds YTD Expenditures by Program - FY16 - Prior Year For the One Month Ending July 31, 2015 Total of $8,710,008 Operation & Maintenance of Plant $951,411 11% Other -$888 0% Instruction $1,605,372 19% General & Designated Funds YTD Expenditures by Program - FY17 - Current Year For the One Month Ending July 31, 2016 Operation & Maintenance of Plant $361,284 5% Total of $6,953,672 Other $1,691 0% Instruction $1,379,671 20% Institutional Support $2,787,323 32% Academic Support $1,851,109 21% Institutional Support $2,355,984 34% Academic Support $1,545,445 22% Student Services $1,515,681 17% Student Services $1,309,597 19% $160,000,000 General & Designated Funds YTD Expenditures by Program $140,000,000 $120,000,000 $100,000,000 $80,000,000 $60,000,000 $40,000,000 $20,000,000 $0 Jul FY16 Jul FY17 Aug FY16 Aug FY17 Sep FY16 Sep FY17 Oct FY16 Oct FY17 Nov FY16 Nov FY17 Dec FY16 Dec FY17 Jan FY16 Jan FY17 Feb FY16 Feb FY17 Mar FY16 Mar FY17 Apr FY16 Apr FY17 May FY16 May FY17 Jun FY16 Jun FY17 Instruction Student Services Operation & Maintenance of Plant Academic Support Institutional Support Other (excl. Transfers)
General & Designated Fund Expenditures Year to Date (excluding Transfers) Comparison with Prior Year General & Designated Funds YTD Operating and Personnel Expenditures by Account - FY16 - Prior Year Student Financial Aid -$888 Supplies & Materials 0% $137,548 2% For the One Month Ending July 31, 2015 Total of $8,710,008 Other Expenditures $564,085 6% Administrative Personnel $523,785 6% Faculty $355,305 4% Additional Compensation - Faculty $38,150 0% Contractual Services $945,699 11% Travel $72,586 1% Adjunct Faculty $738,559 9% Communication & Utilities $421,100 5% Fringe Benefits $1,579,383 18% Other Compensation $189,194 2% Classified Staff $3,145,502 36% General & Designated Funds YTD Operating and Personnel Expenditures by Account - FY 17 - Current Year Student Financial Aid $1,691 0% Supplies & Materials $146,740 2% For the One Month Ending July 31, 2016 Total of $6,953,672 Other Expenditures $561,860 8% Administrative Personnel $372,750 5% Faculty $325,830 5% Additional Compensation - Faculty $62,125 1% Contractual Services $614,234 9% Travel $23,423 0% Communication & Utilities $24,464 0% Adjunct Faculty $615,952 9% Fringe Benefits $1,328,507 19% Other Compensation $179,571 3% Classified Staff $2,696,525 39%
All Funds Revenue & Expenses Year to Date Current Year $9,000,000 All Funds YTD Revenues & Expenses - FY17 $8,000,000 $7,000,000 $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 Nonoperating Revenues Operating Revenues Instruction Academic Support Institutional Support Student Services Operation & Maintenance of Plant Other $0 Jul Revenue Jul Expenses Aug Revenue Aug Expenses Sep Revenue Sep Expenses Oct Revenue Oct Expenses Nov Revenue Nov Expenses Dec Revenue Dec Expenses Jan Revenue Jan Expenses Feb Revenue Feb Expenses Mar Revenue Mar Expenses Apr Revenue Apr Expenses May Revenue May Expenses Jun Revenue Jun Expenses
Glossary for Financial Reports Statement of Net Position Assets Current Assets Cash & Cash Equivalents Short-term Investments Receivables Property taxes Accounts (net of allowances) Government Grants & Contracts Student Loans Other Inventories Prepaid Expenses Assets that will be converted into cash or consumed in a relatively short period of time, usually within a year. Short-term, highly liquid investments that are readily convertible to known amounts of cash and have insignificant risk of changes in value because of changes in interest rates. Generally, only investments of original maturities of three months or less meet this definition. Cash held by external investment managers may be considered to be investments. Readily marketable securities that can easily be sold and converted back into cash. For example, coupon bonds that will mature this year. RBC Global Asset Management manages the College s additional short-term investments. The duration of the investments is less than one year. A financial instrument that gives the institution the right and another party the obligation, to make a payment at a future date, generally of cash. The amount of property taxes that the College expects to collect in the next month. General Fund property taxes are used to support operations. The Plant Fund property taxes are used to pay down General Obligation bonds. Student account receivables. Student receivables arise from transactions related to tuition and fees. It s normal for students to register for classes in advance of the start of the term without first paying in full. When a student registers for classes a receivable is created. In the majority of instances, a portion of the receivable will be satisfied by financial aid either in the form of scholarships, grants, tuition waivers, or loans. Any remaining balance is expected to be paid by the student, the student s parents, or a third party (e.g., the student s employer). The collectability of receivables is reviewed at fiscal year-end and the value of the allowance for doubtful accounts is adjusted as necessary to ensure its adequacy. The allowance is increased or decreased when necessary to adjust the carrying value of receivables to the expected net realizable value. Higher education institutions routinely receive grants and contracts from the federal government or other entities to support research or training. Federal Pell Grants account for the majority of the College s government grants. The grants are applied to students accounts and the remaining funds are reimbursed to the student. At the same time, a receivable is created to record the funds due the College from the Department of Education. Student loans receivable consists of book loans made to students where the College is responsible for collecting the balance due. Other receivables include refund repayments, third party payments, International Student Insurance Fees, non-sufficient funds (NSF) checks and check fees, and late fees. Also included are Federal Family Educational Loans and Federal Direct Loans which are passed through the College to the student but are not managed by the College. These loans are applied to the student s account and the College is reimbursed after the fact. Facilities maintains parts and tools in inventory that are regularly needed. Facilities personnel manage and track these assets. Once a year for the annual financial report, finance adjusts the inventory value based on the available assets at June 30. Prepaid Expenses are assets created by the early payment of cash. For example, an annual insurance payment is made in January that covers 6 months in the current fiscal year and 6 months in the next fiscal year. Half of this type of payment is classified as a prepaid expense.
Glossary for Financial Reports Noncurrent Assets Restricted Cash & Cash Equivalents Notes Receivable Other Long-term Investments Investments in Capital Land Buildings & Leasehold improvements Construction in Progress Equipment Library Books (net of depreciation) Deferred Outflows of Resources Deferred Outflows Related to Pensions Assets that will not be converted into cash or consumed in a relatively short period of time, usually within a year. If cash and cash equivalents are restricted for use, for other than current operations, they should be classified as noncurrent assets. The College s restricted cash includes cash collected for debt payments, cash in the National Direct Student Loan fund and agency cash held for loans, third-party scholarships, and student clubs. Various federal loan programs are available to students who meet eligibility requirements. Notes Receivable is for National Direct Student Loans (NDSL) and Perkins loans where the College is responsible for collecting the balance. Investments have maturities greater than one year. For example, coupon bonds with maturities greater than one year. RBC Global Asset Management manages the College s other long-term investments. The maturities are generally from one to three years. Assets of a durable nature that are used to provide economic benefits for more than one year including the following categories: land, buildings, and leasehold improvements, construction in progress, equipment, and library materials. This category includes all land that is purchased or acquired by gift or bequest. The institution must have title to the land. Land is not depreciated. This category consists of all structures used for operating purposes. Included are all permanently attached fixtures, machinery, and other components that cannot be removed without damaging the buildings. Building improvements are capitalized if they extend the asset s useful life. This category includes the cost of construction work, which is not yet completed. The item is not depreciated until the asset is placed in service. Normally, upon completion, a construction in progress (CIP) item is reclassified, capitalized, and depreciated. Costs associated with the construction of a new building would be included in this category. Equipment represents personal property that is movable. Examples of movable equipment include furniture, teaching equipment, laboratory equipment, and motor vehicles. The College s capitalization threshold is $5,000. The College considers library books to be a group asset and capitalizes each year s additions and adjusts for deletions to the holdings. Buildings and building improvements, equipment and library books are depreciated over their useful lives. This adjustment is netted with the value of the asset reported in the categories above. The consumption of net position by the college that is applicable to a future reporting period. The consumption of net position related to pensions arising from certain changes in the net pension liability. Liabilities Current Liabilities Current liabilities are the portion of obligations (amounts owed) due to be paid within the current operating cycle (normally a year) and that normally require the use of existing current assets to satisfy the debt.
Glossary for Financial Reports Accrued Payroll & Benefits Accounts Payable & Accrued Liabilities Deposits Held in Custody Current Portion of Long-term Liabilities Noncurrent Liabilities Unearned Revenue Long-term Liabilities Net Pension Liability Deferred Inflows of Resources Deferred Inflows Related to Pensions Net Position Net Investment in Capital Assets Restricted Assets Unrestricted Assets Institutions collect funds from the employer and the employee each payroll to pay for taxes and benefits. The amount collected and due to the government and vendors creates a liability until the payment is made. The College s payroll liabilities include Federal and State income taxes, FICA, Medicare, health and dental insurance, retirement contributions, medical and dependent care flexible spending plans, etc. A portion of the payable is also deferred pay for faculty. When goods or services are received, a liability is created, unless cash is paid immediately. The College also records a liability when a payment or financial aid is approved, but not yet applied to a student account. These are funds held by the institution for others. The institution handles these accounts as agency funds. The College s deposits held in custody include the Federal Direct Loans and Federal Family Educational Loans, third party scholarships and student club funds. The College is a pass-through agency holding the funds temporarily. This category includes the portion of long-term liabilities that are expected to be paid within the current operating cycle. The College s current portion of long-term liabilities includes a portion of the compensated absences. A liability is accrued for compensated absences that have been earned based on services already rendered and that are not contingent on a specific event outside the control of the employer or employee. This includes the dollar value of employee vacation and sick leave. Noncurrent liabilities are the portion of obligations (amounts owed) not due to be paid within the current operating cycle. Unearned revenue results when payments have been received for services or goods not yet delivered. The College s main source of unearned revenue is generated by prepayments of tuition and fees by students, third parties, or financial aid. Public institutions often issue long-term debt to finance construction or acquisition of academic, student service, or auxiliary enterprise facilities. Long term liability accounts are the portions of debts with due dates greater than twelve months. The liability to employees for benefits provided through a defined benefit pension plan. The acquisition of net position by the college that is applicable to a future reporting period. The acquisition of net position related to pensions arising from certain changes in the net pension liability. Net position is the calculation of assets, plus deferred outflows of resources, minus liabilities, minus deferred inflows of resources. This title and definition of Net Position was changed with Governmental Accounting Standards Board (GASB) Statement No. 63, previously it was titled Net Assets. The net invested in capital assets includes the institution s carrying value of capital assets (cost minus accumulated depreciation) net of any debt outstanding that was used to finance the construction or purchase of such assets. Restricted net assets is the portion of net position subject to externally-imposed constraints placed on their use by creditors (such as through debt covenants), grantors, contributors, or laws and regulations of other governments. The College has restricted net assets for loans, debt service, grants, and contracts. Unrestricted net assets consist of net assets that do not meet the definition of restricted or invested in capital assets, net of related debt.
Glossary for Financial Reports Statement of Revenues, Expenses and Changes in Net Position Operating Revenues Tuition & Fees Contracts Auxiliary Enterprises Commission & Rents Other Operating Revenues Nonoperating Revenues State Appropriations Property Taxes Federal Grants State & Local Grants State Shared Sales Taxes Gifts Investment Income Operating Expenses Instruction Academic Support Revenues resulting from the normal operations of a business. All tuition and fees assessed for educational purposes. All amounts earned on contracts or agreements from other governmental or nongovernmental organizations. The College has instructional contracts with numerous outside entities. An auxiliary enterprise is an entity that exists to furnish a service to students, faculty, or staff and charges a fee for the use of goods and services. Examples of auxiliary enterprises include bookstores and food services. Revenue associated with these auxiliary enterprises includes commissions. Includes additional income earned from rent of College space including rent revenue from the College renting space for cellular phone towers, leasing building space, and other facility rentals. Includes non-sufficient funds (NSF) check fees, payment installment plan fees, international student insurance fees, miscellaneous copy and printing charges and miscellaneous ticket revenue. Generally nonexchange revenues in which the institution receives values without directly giving equal value in return. Funds appropriated to the College through the State budget process. Funds levied and received by the College through Pima County property taxes as authorized by the Arizona Revised Statutes. Includes all amounts earned on grants from federal agencies. The grant funds are restricted in their use by grant agreements. The College must fulfill the terms of the grant to be eligible for the funding. Includes all amounts earned on grants from state, local government and nongovernmental organizations. Shared state sales taxes are provided by the Arizona Revised Statutes for workforce development. These funds are also known as Proposition 301 funds. Contributions are voluntary non-exchange revenues, which are recognized when all applicable eligibility requirements are met. Scholarships that the Foundation provides to students are an example of this type of nonoperating revenue. Includes dividends, interest, or royalties and gains or losses on investments. Expenses related to normal daily business operations such as wages, rent, advertising, insurance, etc. Includes expenses for all activities that are part of an institution s instruction program. For example, faculty salaries are included in the Instructional expenses. Includes expenses incurred to provide support services for the institution s primary programs of instruction, research, and public service. It includes the following activities: The retention, preservation, and display of educational materials, such as libraries, museums, and galleries Media, such as audio-visual services, and technology, such as computing support Academic administration (including academic deans but not department chairpersons) and personnel providing administrative support and management direction to the three primary missions Separately budgeted support for course and curriculum development
Glossary for Financial Reports Student Services Institutional Support Operation & Maintenance of Plant Depreciation Student Financial Aid Contingency Transfers Capital Appropriations Capital Gifts & Grants Includes expenses incurred for the offices of admissions and the registrar and activities that, as their primary purpose, contribute to students emotional and physical well-being and intellectual, cultural, and social development outside the context of the formal instruction program. This classification includes expenses for student activities, cultural events, student newspapers, intramural athletics, student organizations, intercollegiate athletics (if the program is not operated as an auxiliary enterprise), counseling and career guidance (excluding informal academic counseling by the faculty), student aid administration, and student health service (if not operated as an auxiliary enterprise). Includes expenses for central, executive-level activities concerned with management and long-range planning for the entire institution, such as the governing board, planning and programming operations, and legal services; fiscal operations; administrative information technology (when not accounted for in other categories); employee personnel and records; logistical activities that provide procurement, storerooms, printing, and transportation services to the institution; support services to faculty and staff that are not operated as auxiliary enterprises; and activities concerned with community and alumni relations, including development and fundraising. Includes all expenses for the administration, supervision, operation, maintenance, preservation, and protection of the institution s physical plant. These expenses include items such as janitorial and utility services; repairs and ordinary or normal alterations of buildings, furniture, and equipment; care of grounds; maintenance and operation of buildings and other plant facilities; security; emergency preparedness; safety; hazardous waste disposal; property, liability, and all other insurance relating to property; space and capital leasing; facility planning and management; and central receiving. Includes both depreciation of the institution s plant, property, and equipment, and amortization of assets acquired by capital lease. Includes expenses for scholarships - from restricted or unrestricted funds - in the form of grants that neither require the student to perform service to the institution as consideration for the grant, nor require the student to repay the amount of the grant to the funding source. Commitments and contingencies that could materially affect the financial condition of the entity as reflected in its financial statements. Funds moved from one fund type to another, for example general fund support for capital projects. The capital appropriations category includes all appropriations from legislative acts of the federal, state, or local governments or by a local taxing authority specifically for capital expenditures. The state has suspended capital appropriations to community colleges for the last several years. Restricted gifts or grants for capital purposes, for example a donation to construct an arts center. Definitions adapted from the Financial Accounting & Reporting Manual for Higher Education, a NACUBO online subscription service.